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Norwegian Refugee Council    |   Nairobi, Kenya   |   Log in or register to see the closing date

BRCiS Consortium Administration Assistant

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Temporary
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Job Summary

(Kenya National Position)
Building Resilient Communities in Somalia (BRCiS) is a Consortium of national and international organizations whose objective is to support and guide vulnerable communities in Somalia in building their resilience capacities, in their own ways. The Consortium was created in 2013 and is now implementing projects funded by three different donors, in more than ten regions of Somalia. BRCiS is committed to adaptive management of its programmes, guided by a strong learning strategy. The Consortium also enforces systematic decentralization of decision making to the field level and the communities, fostering local innovation and self-reliance.


The position advertised is based with NRC, the Consortium lead agency. The BRCiS Consortium Administrative Assistant is a member staff of the Consortium Management Unit (CMU) and works for Consortium Members (including Cesvi, Concern Worldwide, the IRC and Save the Children).

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.


Responsibilities

Generic responsibilities

  1. Adhere to NRC policies, tools, handbooks and guidelines
  2. Assist with the implementation of the support function portfolio according to plan of action
  3. Ensure proper filing of documents
  4. Promote and share ideas for improvement of the support function
  5. Supports the Consortium Unit in all administration related issues
  6. Ensuring that the project is administratively integrated to the existing system.
  7. Assist in organizing and follow-up of administrative/logistical/program issues of relevance
  8. Assists in arranging for internal/external workshops as well as meetings, conferences
  9. Organizes and tracks agenda, meetings, appointments and paper flow

Specifics Responsibilities
  1. Spport the Consortium Unit in all the administration related issues on the BRCiS Consortium, setting work priorities and ensuring deadlines are met.
  2. Ensuring that the project is administratively integrated to the existing system.
  3. Organizing and follow up of all administrative issues on travel, including flights, accommodation and other logistics, coordinates, and prepares documents related to travel.
  4. Maintaining an appropriate filing, retrieval and archiving system for the BRCiS documents.
  5. Assists in arranging for internal/external workshops as well as meetings, conferences or specific subjects and coordinates and prepares all relevant documents.
  6. Organizes and tracks agenda, meetings, appointments and paper flow
  7. Taking minutes of the meetings and conferences.
  8. Coordinating with BRCiS members on various activities, reminders of deadlines, updating the contact list.
  9. Screen and respond to general enquiries and correspondence in an appropriate manner, based on familiarity with subject matter, and refers others to appropriate staff member or department.
  10. Assist in drafting/editing correspondence, reports and documents as requested.
  11. Facilitating the delivery of (hard-copy) reports and other documents to donors and/or consortium partners
  12. Liaise and follow up with the logistics/admin on purchase requests (PRs), stock requisition of materials and other admin/logistical support to the BRCiS activities.
  13. Raising purchase requests (PRs) for the Consortium as per required.
  14. Keep the Consortium informed about administrative /logistical /program issues of relevance.
  15. Support in communication activities: event organization, articles and project updates.
  16. Provide additional support in processing other consortium documents such as editing and printing, scanning
  17. Perform other duties as may be assigned by the supervisor.


General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Temporary
Job type: Full Time
Location: Nairobi
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required skills: Project management; Document and archive management; Office administration, management; Logistics planning and management; Meeting preparation; Project management information systems; Travel planning and reservations (leisure, business)
Required languages: English (Spoken: fluent | Written: fluent)

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